Integrating Eloqua with RingCentral Events

This guide explains how to install and map the Eloqua app on your Organization account and configure your Eloqua account.

How does the RingCentral<>Eloqua integration work?

RingCentral's integration with Eloqua supports the following workflows:

1. Pulling registrations from Eloqua form to RingCentral, and pushing magic links back to Eloqua form.
2. Pushing registrations to Eloqua on the form.
3. Pushing 'attended' status to Eloqua on the form.
4. Push Custom Registration Q & A Eloqua on the form.
5. Push UTM Parameters Eloqua on the form.
6. Export Onsite Registration and Attendee Data

Setting up Eloqua

To import registrations from Eloqua to RingCentral or for exporting the data from RingCentral to Eloqua we can use the same form.

You can also use one form to send the registration data from Eloqua to RingCentral and another form to export the data from RingCentral to Eloqua.

Note: Please be aware that we would be posting the data to the form that would be chosen during the configuration of the app at RingCentral in later stages.

If you want to use only one form for both import and export, you can follow the steps below

• Login to your Eloqua account. On the top panel, click on the house icon and click on Forms from the drop down menu that appears.
  
  

• Click on Create a Form, or use an existing form.
  • This form will be used to export all the data from RingCentral.
  • The form will need to have the fields to capture First Name, Last name, and Email. Create a hidden field for storing the RingCentral Magic Link (the event invite for the participant).
  • The form will also need to have a field that contains the RingCentral Ticket Integration Code(s).
  • If you only have a single ticket for your event, you can add this as a hidden field in the form that pushes the Ticket Integration Code to the field you have chosen to hold this value.
  • If you have multiple ticket types, you can have a form element type “Single picklist” that holds the Integration Codes as stored values
  • This will push the stored values to your Ticket Integration Code field when the form is submitted by a participant.
  • If you want to capture more information related to attendee status, UTM parameters or custom form Qs & As configure the hidden fields as required.

If you want to use 2 forms one for import and another one for export, you can follow the steps below

• Login to your Eloqua account. On the top panel, click on the house icon and click on Forms from the drop down menu that appears.

• Please follow the below steps only when you want to generate a magic link. This form will be used to import all the data to RingCentral.
  • The form will need to have the fields to capture First Name, Last name, and Email.
  • The form will also need to have a field that contains the RingCentral Ticket Integration Code(s).
  • If you only have a single ticket for your event, you can add this as a hidden field in the form that pushes the Ticket Integration Code to the field you have chosen to hold this value.
  • If you have multiple ticket types, you can have a form element type “Single picklist” that holds the Integration Codes as stored values
  • This will push the stored values to your Ticket Integration Code field when the form is submitted by a participant.

• Please follow the below steps only when you want to export data to Eloqua. This form will be used to export all the data from RingCentral.
  
  • The form will need to have the fields to capture First Name, Last name, and Email, Ticket Id.
  • If you want to capture RingCentral Magic Link (the event invite for the participant) please configure the field for it.
  • If you want to capture more information related to attendee status, UTM parameters or custom form Qs & As configure the form fields as required.

Note: If you are using one form for import and another form for export please make sure that html names for the fields first name, last name, email and ticket id are same in both the forms.

Installing & mapping Eloqua

To get started, you will need to install the Eloqua app to your RingCentral Organization. You can access the app store by going to your Organization Dashboard and heading to the Apps tab. Then click on Discover More on App Store.

• Click Install app to add the Eloqua app to your Organization.

1. Click on New authentication and fill in the details for your Eloqua account:

• Site name - It is the name of your Eloqua Company. For example: "EloquaSandbox"
• Base URL - The base or root URL of your Eloqua account. For example: https://secure.p01eloqua.com/, it should not end with "a/"
• Username
• Password

     2. Once provided click on Create.

     3. Once you've authenticated your account, click Next.

     4. On the next screen you need to choose the form where we will export the data to.

     5. Once the form is chosen, click Next. On the next screen, if you wish to import or export registrations please map the form fields to attributes.

    6. Once completed, click Next and on the next screen. If you wish to import registrations from your Eloqua instance, then only select the field where you'd like the RingCentral Magic Link to be added and also copy the URL here onto which form data would be posted from Eloqua which will be explained in later steps on where to use the URL.

     7. On the same screen, if you also wish to export registration onto Eloqua form, please map the form fields to the parameters. Here's what they mean:

• Status: It would be set to status Registered if person registers for an event and it would be set to Attended if person attends the event.
• Registration Id: Registration Id of the person who registered at RingCentral.
• RingCentral Event Id: Event Id of the RingCentral Event.
• Event Name: The Name of the RingCentral event

     8. Once configured Click Next. If you also wish to export UTM parameters onto Eloqua form, please map the form fields to the UTM parameters. (if you don't need this step, you can click Next and skip the screen). You can read more about how to use UTM codes for your event here.

     9. Once configured Click Next, If you also wish to export custom registrations Qs & As onto Eloqua form, please map the form fields to the questions.( if you don't need this step, you can click Next and skip the screen)

     10. Once configured Click Next. On the Next screen, if you also wish to export onsite registrants activity data on to the Eloqua form, please map the required parameters to form fields. (if you don't need this step, you can click Finish). Here's what they mean:

• Event Check In Time: This attribute contains the Event CheckIn Time of the participant.
• Event Check Out Time: This attribute contains the Event Check Out Time of the participant.
• Session Id: Id of the session.
• Session Name: The name of the session.
• Session Registration Time: This attribute contains the time of the session registration of the participant for a particular event.
• SessionCheck InTime: This attribute contains the SessionCheckIn Time of the participant for a particular event.
• SessionCheck Out Time: This attribute contains the SessionCheckOut Time of the participant for a particular event.
• QR Code Data: This attribute contains the QR Code data. Please choose a large text data type field for it.
• QR Code Image URL: This attribute contains the QR Code Image URL. Please choose a large text data type field for it.

     11. Click Finish and you will get a message stating that installation was successful.

Testing the Eloqua Integration

Testing Import Registrations:

• You'll need to make sure the correct Ticket Integration Code is being used when a registration is created. In the RingCentral Events, retrieve the integration code for each ticket by navigating to the Event Dashboard > Registrations > Tickets. Hover over the listing and click the Copy icon to copy URL for each ticket.
  
  
  Then, copy and paste the alphanumeric code from the ticket URL (after the "=" sign) as your integration code.
  

• The value that is copied over is added to the Ticket Integration Code field that you have created for that purpose in the import form. In this example, we'll use the Ticket Integration Code as a single picklist option in a Eloqua form:

• When you're done, save the form.
• Click on Processing.

• Select Post Data to server option.

• Paste the URL that was copied in step 6 during the setup of the app at RingCentral and also map the fields for first name, last name, email and ticket id.

• Once done click on Save.
• Click on Actions and select View Form HTML as below. Copy the code and embed it somewhere in an editor and create a registration through form.

• Complete the form, and verify that the data has been submitted to the form.

• If you are using the same form for both export and import then you would see that the magic link is created for that registration and posted to the same form.
• If you have used a diff form for submitting the registrations than which was selected at the configuration of the app at RingCentral then the magic link would be posted to that form.

• You can then go to your Event Dashboard > People > Magic Link Invites page in your RingCentral event to confirm that the person has been added there as well:

Congrats, you've successfully set up registration imports!

Testing Export Functionality:

If you have configured the fields during the app setup at RingCentral, once the guest registers or attends the event in RingCentral, the status of the guest will be updated to registered and attended respectively. Also if you have configured fields for UTM parameters or custom registration Qs & As they will also be exported to the form.